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Finance and Management Services
<br />www.santa-ana.org/finance
<br />Item # 21
<br />City of Santa Ana
<br />20 Civic Center Plaza, Santa Ana, CA 92701
<br />Staff Report
<br />April 19, 2022
<br />TOPIC: Data Processing, Printing and Mailing, and Electronic Bill Present Services
<br />AGENDA TITLE:
<br />Approve Renewal Agreement with InfoSend, Inc. for Data Processing, Printing and
<br />Mailing, and Electronic Bill Present Services in an amount not to exceed $10,904,376
<br />(General and Non -General Fund)
<br />RECOMMENDED ACTION
<br />Authorize the City Manager to execute a renewal agreement with InfoSend, Inc. for data
<br />processing, printing and mailing, and electronic bill presentment services for Municipal
<br />Utility Services, Business License, Proactive Residential Enforcement Program, Dog
<br />Licensing, Paramedic Subscriptions, and City newsletters and other City -related
<br />miscellaneous mailing notices. Said renewal agreement is to be for an amount not to
<br />exceed $10,904,376, which includes a 15% contingency funding for annual Cost Price
<br />Index ("CPI") adjustments and a further 15% contingency set -aside for anticipated United
<br />States postage increases — altogether totaling $2,516,394 over the maximum 8'/2-year
<br />life of the agreement. The renewal agreement commences April 19, 2022 and contains
<br />a base term covering FY 2021-22, 2022-23, 2023-24 and FY 2024-25, expiring December
<br />31, 2025, with provision for two renewal options of three years, and one year, respectively,
<br />ending December 31, 2029.
<br />DISCUSSION
<br />The Treasury & Customer Service Division ("Treasury") of the Finance and Management
<br />Services Agency ("FMSA") is responsible for the billing and payment processing for
<br />Municipal Utility Services ("MUS") accounts, Business Licenses, and Proactive
<br />Residential Enforcement Program ("PREP") accounts, Dog Licenses, and Paramedic
<br />Subscription services. Billing and payment services require data processing, printing and
<br />mailing services, and e-business services (electronic billing and payment presentation
<br />("EBPP") online and/or accepting and reporting payment transactions via the internet).
<br />InfoSend, Inc.'s ("InfoSend") scope of bill print services include, but are not limited to, the
<br />following: data processing, printing, and mailing services. InfoSend's data processing,
<br />printing, and mailing services encompass the following City operations: MUS, Business
<br />License, PREP, and Dog Licenses, and include other City -related miscellaneous mailings
<br />of associated billing statements, notices, advisories, form correspondence, as well as City
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